2019 SOUTH YORKSHIRE SCHOOL GAMES

22 MARCH 2019

WINTER FESTIVAL EVENT MANUAL

1 INTRODUCTION:

The South Yorkshire School Games, is organised by a Local Organising Committee (LOC); Yorkshire Sport Foundation (the County Sport Partnership) heads this up with the support of local representing School Games Organisers. The South Yorkshire School Games programme brings together a wide network of voluntary and professional sports leaders, school staff, development officers and National Governing Body staff to stage a series of events which involve over 3000 young people from across the 5 districts in South Yorkshire – Barnsley, Doncaster, Sheffield and Rotherham. Many of the events and competitions which build up to the County School Games are implemented and delivered by the strong network of School Games Organisers across the districts. The School Games is a national initiative and offers a unique opportunity to motivate and inspire millions of young people across the country to take part in more competitive school sport. The programme is designed to complement existing initiatives in schools which encourage a wide range of young people to participate in sport and is a key government priority for realising a meaningful sporting legacy from hosting the Olympic and Paralympic Games.

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2 CONTENTS: PAGE:

Competition Information & Schedule 3 Event team 5 ID badges 6-7 Site Map 8 Parking Information 9 First Aid 9 Media 9 Results 10 Welfare 10 Incidents and accidents 10 Contingency Plans 11 Risk 11 Transgender In Sport 11 Codes of conduct 12 Complaints procedure 13 Complaints form 14-15 Appendix A - Incident Report Template 16-19 Appendix B - Welfare summary 20-22 Appendix C – Photography opt out 23 Appendix D – Event Risk Assesement 24-28

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3 COMPETITION INFORMATION & SCHEDULE

The South Yorkshire School Games winter festival will involve almost 1000 young people competing in different competitions on Friday 22 March at the English Institute of Sport, Coleridge Road, Sheffield, S9 5DA. 9:00 – 10:00am Arrival and Registration 10:00 – 10:45am Opening Ceremony 11am onwards Individual sport competitions commence

Sport & Timings Competition Where NGB/Sport Organiser

Sports Hall Athletics Primary 11.00 – 13.00 Secondary 13.30 – 15.30

Y5-Y6

Y7 Boys

Y7 Girls

Y8 Boys

Y8 Girls

Ground floor sports hall

Nathan & Andy Staley

Gymnastics 11.00 – 14.00

Y3-Y4 FOU

Y3-Y4 ADV

Y5-Y6 FOU

Y5-Y6 ADV

KS3 FOU

Inside running track

Rachel Mowat and Kim Horton

Cheerleading 13.00 – 16.00

Y3-Y6

Y7-Y9 FOU

Y10-Y11 FOU

Inside running track

Gina Williams

Boccia 11.00 – 16.00

Y3-Y6

Y7-Y11

First floor gym Jill Newbolt

Handball Girls 11.00 – 13.00 Boys 13.30 – 15.30

KS3 Y7-9

Y8-Y9

Ground floor sports hall

Martin Stirling

MATP 11.00 – 14.00

Open First floor gym Angela Lydon

Rugby 11.30 – 14.00

U13 Offsite - Sports Park, Bawtry Rd, S9 1UA

RFU

Active Schools 11.00 – 14.00

Y3 – Y6 Above running track

Glenn Holdsworth

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Finish times all approximate. See your sports individual pack at http://www.yorkshiresport.org/what-we-do/in-education/school-games/information-and-resources/sysg/ *There will be a member of Yorkshire Sport Foundation Staff available at all sports, clearly identifiable by a green t shirts and ID badge.

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4 EVENT TEAM:

Name Role Emma Binnersley Event Manager Tina Campbell Registrations Manager Andy Morgan Communications and media Julian Pratt Guest Chaperone James Brown Guest Liaison Helen Marney Guest Liaison

Nigel Harrison Guest Liaison

Chris Ng Volunteer manager Glenn Holdsworth Opening Ceremony / Active schools Charlotte Ellis Sports Hall Athletics

Shania Boom Gymnastics

Debra Cummins Cheerleading

Lauren Havercroft Boccia

Jude Handley Handball

Michelle Hayden MATP

Kathryn Mudge Rugby

EIS Reception Facility Contact

Emergency Number 07722 259 039 - Event Manager First aid will be contactable by 2 way radios on the day (event manager will have mobile numbers only)

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5 EVENT PHOTO IDENTIFICATION (ID) BADGES:

The following classifications are not intended for markers of importance - the purpose of the ID pass is to communicate to different groups that the bearer holds specific information. Passes should be worn by all during the event and lanyards will be provided. GREEN ID Badge – Event Crew This pass is intended for anyone who is working in an official staff capacity at the event. These individuals will have access to all staff, sports organiser, team manager and welfare officer contacts. They will know all School Games policies and procedures. ORANGE ID Badge – Sport Organisers Persons in this position are responsible for the running of the individual sport competitions. They will know the School Games procedures including safeguarding, incident reporting, photo registration and First Aid. RED ID Badge – Team Manager(s) The persons wearing this pass are responsible for the individual participants within their team. Each school team entering the School Games event will nominate an appropriate Team Manager. The school should take all necessary action to ensure team managers are suitable for the role and safeguarding checks are completed as appropriate. They will be expected to know, and carry with them on the day, important information regarding their members including:

1. Full medical details for each team member for use in an emergency 2. Photo consent details 3. Emergency contact details and parental consent

They should also know the event incident/accident reporting procedures. BLACK ID Badge – Sports Officials and Volunteers This pass is intended for the individuals who are officiating the sports competitions and for volunteers in attendance. These people will not have any responsibility for the care of young people and should not be in a position where they are alone with an individual(s). Their position should be clear on the front of the pass for example a volunteer to help out a team manager organise a netball team would be a ‘Netball Team Assistant’.

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This pass will not include a photo or name. However, we will record the volunteer reference number on the pass for our own reporting and communication. Identification templates The pass template will be created for each type of identification. We will identify Team Managers by their pass and they will be asked to complete their name on the pass during registration. The only identification passes with a reference number will be for volunteers who will not be required to enter their name on the ID

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6 PARKING INFORMATION:

Main parking will be at the English Institute of Sport main car park (S9 5DA). There is free parking available here for teams and spectators. There will be an emergency overspill car park available across the road at Ice Sheffield (stewards in high Viz will be able to direct you).

7 FIRST AID PROVISION:

External First Aid provision will be provided by Vie Medic.

8 MEDIA

Yorkshire Sport Foundations’ event photography policy is opt out. You will find the opt out form in the

appendices of this manual, this form should be completed and given in at the registration desk on

arrival at the event and the child will be given a coloured wrist band to wear. If a child has ‘opted out’

from photography and videos, this includes all award ceremonies. It is teachers responsibility to ensure

children who cannot be photographed are kept out of such formal photo opportunities. We cannot

ensure that children won’t appear in the background of any published photographs including those on

social media. Our media team are briefed on this policy and aware to avoid wrist bands in shots.

Yorkshire Sport Foundation will never publish any child’s full name and / or school name without prior

permission in any media documents.

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9 RESULTS

We will publish the top three school names for each sport on our results pages of the website and also

on social media to congratulate schools.

Under no circumstances will we publish individual names. If Schools wish to obtain individual scores in

certain sports e.g. gymnastics, they should speak to their zone coordinator on the event day to obtain

this. Due to data protection we will not be able to email copies of the score sheets after the event. We

hope you understand that this is to safeguard the children.

10 WELFARE

The safety and welfare of the children who attend our event is the most important thing to us. You can

read our full welfare and safeguarding plan in the appendices of this document.

11 INCIDENTS AND ACCIDENTS:

The Event Manager will be informed of any treatment given in order that the necessary accident book and RIDDOR forms are completed. In the event of a serious accident where an ambulance needs to be called this must be done through the English Institute of Sport Reception or through one of the zone coordinators. All school Team Managers should carry with them on the day a copy of all the medical and emergency contact details for their team members. Please see Appendix A for the accident and injury reporting procedure.

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12 CONTINGENCY PROCEDURES

In the event of a full cancellation each team manager will be contacted directly by Yorkshire Sport Foundation. For up to date information on the day please check Twitter (@yorkshiresport), Facebook (www.facebook.com/yorkshiresport) and the Yorkshire Sport Foundations website (www.yorkshiresport.org/). In the event of extreme weather conditions during the day proceedings may be brought to a close. Daniel Wilson (Yorkshire Sport Foundation) will make the final decision on this matter. If the decision has to be made during the event, it will be communicated to the public through the PA systems and loud hailers on the specific sites and through the zone coordinators.

13 RISK

We have a full risk assessment process which takes place ahead of and on the day of the event. Each sport is risk

assessed individually (these can be found in the downloadable school packs at www.yorkshiresport.org/sginfo)

alongside a full event risk assessment (see appendix) . Our staff are trained to be vigilant in HSE, they conduct an

on the day spot checklist sheet for their sport and ensure processes are communicated to all organisers.

14 TRANSGENDER IN SPORT

Yorkshire Sport Foundation is committed to ensuring that there is open access to all those who wish to

participate in the School Games and that they are treated fairly. It is also committed to confronting

and eliminating discrimination by reason of any protected characteristic including age, disability, race,

gender reassignment, marriage or civil partnership, pregnancy and maternity, religion and belief, sex

or sexual orientation.

It has been brought to our attention that children who are identifying as the opposite gender are this

year competing in the School Games. Yorkshire Sport Foundation (where required) are working with

the schools and families of children involved and supporting any necessary adjustments.

In the spirit of the School Games we will always ensure competitions are fair and would ask that if

parents or spectators have any questions relating to this, they raise them discreetly with a member of

the event team (easily identifiable in bright green).

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15 CODE OF CONDUCT

The following are brief guidelines for players, spectators, team managers and coaches to allow the event to run smoothly. Spectators

• Young people take part in sport for their own entertainment

• Young people are not professional entertainers

• Do not harass or use foul/abusive language at players, officials or other spectators.

• Never ridicule young people for making a mistake during a competition

• Encourage young people to play by the rules

• Respect the decisions of officials

• Condemn the use of violence in all forms Players

• The aim of the Games is to enjoy participating, feel good and improve your skills

• Do not show off, hog the play or score the most goals or points at the expense of your team mates

• Do not bully or take advantage of another player.

• It is not whether you win or lose – but how you play and enjoy the game

• Take part in sport for your own enjoyment, not just to please your coach or parents

• Play the rules, never argue with officials – accept decisions with good grace at all times

• Work for yourself and your team. The team’s performance and your own will benefit

• Control your temper and aggression

• Co-operate with your team mates, opponents and officials – without them you do not have a game

• Appreciate good play and skill – by both team mates and the opposition

• Congratulate opponents at the end of the game - whether you have won or lost Parents

• Young people develop differently and will react in a variety of ways when under pressure

• Encourage your son/daughter for making mistakes or losing

• Teach young people that effort and team work are as important as victory, so that the result of each game is accepted without disappointment

• Support all efforts to remove all forms of abuse

• Do not publicly question the judgement and honest of officials

• Recognise the value and importance of coaches, they give up their time, energy and resources to provide for your son/daughter

Team Manager’s & Coaches

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• The well-being and safety of all participants must be placed above development and performance

• The rights, dignity and worth of all participants must be respected, together with the equal treatment of all participants

• Be realistic in your demands on young people

• Remember that young people play primarily for fun and enjoyment and winning is only a part of the game

• Always promote the positive aspects of sport, such as Fair Play and never condone rule violations.

• Teach and enforce the rules of the game

• Consistently display high standards of behaviour and appearance

• Do not exert undue influence to obtain personal benefit or reward

• Never ridicule or shout at a player for making a mistake or losing a game

• Respect the ability of opponents together with the judgement of match officials

• Be generous with encouragement and praise when it is needed or deserved

• Respect the principles of growth and development of children

• All players need and deserve equal match time and rest

• Ensure that training sessions/expectations are appropriate for the age, maturity, experience and ability of each individual player.

16 COMPLAINTS PROCEDURE

The South Yorkshire School Games aims to provide an enjoyable, safe and high-quality experience for all involved. However, if you do have a complaint about any aspect of the event, this document sets out the procedure to be followed. 1. Raise your concern with the person in charge of that area. (Once competitions have started

this will be the Sports Organiser or Zone Co-ordinator, at the opening ceremony it will be the Yorkshire Sport Foundation event staff)

2. If your complaint cannot be dealt with by the Sports Organiser, please contact one the of the event staff (identifiable by bright green t-shirts).

3. The event team may refer the complaint to either the Welfare Officer or Event Co-ordinator as appropriate.

4. Where the complaint cannot be settled at the event, please complete a complaint form (see below), which will be available at each event or the information point.

5. Yorkshire Sport Foundation will respond to your complaint within 5 working days and where appropriate conduct an enquiry and take relevant action.

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CUSTOMER COMMENTS / COMPLAINTS FORM

About You (Block Capitals Please)

Name: ____________________________________________________________

Address: ____________________________________________________________

____________________________________________________________

Postcode: ____________________________________________________________

Phone (h): _________________________ Phone (m): _________________________

Date: _________________________

Are You? (Please Tick)

a) Participant b) Parent c) Teacher

d) Sport Organiser e) L.A. Officer f) Other (state below)

____________________________________________________________

Name of activity / event / project that you took part in:

_____________________________________________________________________

If your comments are about a specific incident, please complete this section:

Date: ____________________________ Time: ____________________________

Staff Member Involved: _______________________________________________

How would you like us to respond?

We will contact you within five working days of receiving your form.

_____ In writing

_____ By phone (please ensure you have provided us with your contact number)

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_____ No contact (but full consideration given)

Details of your comment/complaint/suggestion:

___________________________________________________________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

_______________________________________________________________________________

Office Use Only: Date Received: _______________________

Date Responded: __________________ Action By: ___________________________

Area: Staff & Information ___________ Content: Compliment _____________

Value for Money______________ Suggestion ______________

Performance _________________ Complaint _______________

Promotion ___________________ Copies made? ___________

Comments: _______________________________________________________________

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APPENDIX A – INCIDENT REPORT TEMPLATE

1.0 Details:

Personal details of Injured

Party (IP) or person who

reported the adverse

event.

Date/Time of incident

Location

What occurred

Overview of incident

RIDDOR Report

Y/N

Investigation level

Low/Medium/High

Investigator(s)

2.0 Sequence of events

Date Time Event

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3.0 Information gathered Include Evidence & Statements - See section 3.1 and 3.2

4.0 Identification of Causes Identification of immediate, underlying and root causes

5.0 Conclusion

6.0 Risk Control Action Plan

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Issue Recommendation/

Action

Responsibility Target

Completion

Date

Status

Signed on behalf of the Investigation Team

__________________________

Name

Job Title

Date

FOR OFFICE USE ONLY:

This report form plus any accompanying witness statements should be sent to Susan Hibbert HR and OD

Manager and a copy filed electronically under CENTRAL/y drive/Health and Safety

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Witness Statement Template

Witness Statement of

Address:

Occupation:

Contact details:

Text must be double spaced.

Leave margins blank

I believe the facts stated in this witness statement are true.

Signature:

Signature witnessed by:

Date:

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APPENDIX B:

WELFARE & SAFEGUARDING SUMMARY

SCHOOL TEAMS

Each school team competing in the level 3 School Games is required to have a nominated Team

Manager. Team Managers and additional school staff are responsible for their team members at all

times during School Games events – including supervision, health and safety, welfare, behaviour and

conduct. This includes ensuring that the young people are appropriately trained and prepared for the

event in which they are competing.

Team manager selection is at the discretion of the school. This will usually be a member of the

teaching staff and they will have FULL responsibility for the young people in attendance at the Games.

Yorkshire Sport Foundation will hold details of each of the team managers in attendance for

emergency situations. Therefore, please ensure you have provided your mobile phone contacts prior

to the event and during registration.

School Team Managers are required to collect ALL relevant personal information for ALL their

participants, including additional staff members.

Team Managers MUST have the following information with them on the day of the event:

✓ Individual emergency contact details for parents – including mobile phone contacts

✓ Information about the specific care needs of any disabled participant. Consent will be obtained

from the participants’ parent of any required intimate care needs to be met by staff/volunteers

acting in ‘loco parentis’ at the Games.

✓ Information about any medical condition/allergies their child may have – where relevant they

must supply sufficient medication for the duration of the event that is to be met by the staff

acting in ‘loco parentis’. Consent has also been requested for any treatment to be administered

(such as anaesthetics) to the participant in the event of any illness/accident.

✓ Photographic and video consent for their team members. Please return the withdrawal of

consent form as soon as possible and if relevant make it known to event staff on the day any

young people who do not have consent.

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✓ Information about transport arrangements for the event.

✓ Information about any specific religious/cultural needs e.g. time/space to pray.

Please share this information with the school’s Senior Leadership Team.

SPORT ORGANISERS

The delivery of the sports competitions is integral to the School Games and the welfare of all participants. Sport Organisers will:

✓ Be responsible for the organisation and delivery of their respective competition. They will be the first point of contact on all aspects of their event.

✓ Ensure they are familiar with the sports facilities and facility guidance.

✓ Complete a pre-activity checklist before the arrival and start of their competition.

✓ Read and understand the School Games Event Manual and Welfare Plan (provided by Yorkshire

Sport Foundation). If details are unclear then advice must be sought from event staff. All reporting procedures should be clear.

Ensure they maintain regular contact and communication with their assigned zone coordinator from the event staff team.

ROLES & RESPONSIBILITIES

The event managers, in partnership with the Local Organising Committee Group:

✓ Will produce the welfare plan and manage implementation of the plan in collaboration with the

LOC, Competition Group and delivery partners.

✓ Nominate a Welfare Officer (and deputy) for the duration of the School Games events.

✓ Will aim for best practice in terms of recruitment, selection and training of event staff, ensuring minimum training requirements are adhered to. This includes specific welfare training for all event staff prior to the date of the Games to ensure the staff team is confident in their welfare

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duties. All Yorkshire Sport Foundation staff will be trained in dealing with welfare issues and incidents.

✓ Will NOT hold individual participant information.

✓ Will put disciplinary procedures in place for staff/volunteers working at events.

✓ Will ensure staff are clearly identifiable, via the event uniforms and ID badges. Event staff

identified by GREEN ID badge and polo shirt.

✓ Will ensure there’s a clear reporting procedure for staff so they know what to do regarding any

incident related to child welfare. There will also be a system for them to record any concerns/incidents.

✓ Will ensure there’s an opportunity for staff to debrief and report during and at the end of the

event

✓ Will ensure there is sufficient first aid provision.

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APPENDIX C – PHOTOGRAPHY OPT OUT FORM

Withdrawal of Photography Consent

Dear Parents/Guardians,

Throughout the School Games we would like to take photographs and videos during the event to display in a

variety of different places including newspapers, websites, social media, newsletters, and

sponsorship/promotional brochures.

In order to do this we need your permission to allow your child’s image to be recorded. If you withdraw consent

for images to be recorded and published it will not affect their participation in School Games, however may

affect participation in certain elements such as the opening ceremony or medal presentations. Any published

images will not include the children’s names in accordance with Yorkshire Sport Foundations safeguarding

policy.

Yorkshire Sport Foundation will be taking their own photographs at the event but local newspapers and

television may also attend.

If you wish to discuss any of the above with me, please do not hesitate to contact me.

If you wish to withdraw your consent for your child’s photography to be used for the School Games 2019 please

complete the attached pro-forma.

If you do not withdraw consent we will assume consent is granted.

You should not return the pro-forma if you are happy to allow your child to take part in the items above.

Yours sincerely

Emma Binnersley School Games Manager Emma.binnersley@yorkshiresport.org / 07722 259 039

------------------------------------------------------------------------------------------------------------------------------------------

Withdrawal of photography consent

I would like to withdraw my Consent for my child: Name:____________________________

School: ________________________________ District: ________________________________

To have their images recorded and published at the School games 2019 (I understand this may affect their

participation in some elements of the event.

Signed: _________________________________ Relationship to child: _____________________

Print name: _____________________________ Date: ________________________

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APPENDIX D – EVENT RISK ASSESSMENT

17 SCOPE OF RISK ASSESSMENT Introduction Date of

Assessment

Date To Be

Reviewed 18 RESPO

NSIBILI

TY

To assess the risks of holding a major sporting event at the English Institute

of Sport, Sheffield on Friday 22 March 2019 The event must go ahead, so all

risks should be mitigated or controlled.

The event will take place in March 2019 in Sheffield. There will be 9 sport

competitions taking place across the indoor and outdoor facilities. 15

Yorkshire Sport Foundation staff will support every aspect of the event.

There will also be sport organisers for each sport and approximately 120

volunteers supporting the event, all overseen by the event manager.

4.10.18 4.10.19 Lucy Wall

Events Officer

Completed By: Authorised by

NH:

Lucy Williams NH

Workplace & Equipment Controls: Procedural Controls:

- Clipboards for staff containing policies, template report copies and contact details

- Radios for staff to contact each other when spread across the site

- Share radios with venue staff and first aid company

- Mallet pegs and ropes available to secure all marquees outdoor and weights for indoor use

- Staff to be in provided uniform at all times (to be recognisable to public if in emergency)

- Staff to be distributed evenly across the site

- Food outlets to provide HSE and relevant documents before arrival

- HSE checklist completed once each sport equipment is set up

- Sufficient staff training for all personnel working the event (manual handling, first aid, safeguarding)

- Mandatory Staff briefing the day before the event

- A member of staff to be assigned to every sport organiser to assist with logistics

- Adequate first aid spread across the site and in radio contact with staff

- All accident and incidents recorded as soon after the event as possible following the YSF policy

- Safeguarding policy adhered to by a staff

- All risk assessments shared and signed by all parties involved

- Parking plan in place to manage traffic flow and keep vehicles separate from competitions (use of ice Sheffield car park as an over-spill)

- Emergency evacuation and cancellation procedures in place

- Photography opt-out policy adhered to at all times

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Hazards Persons

at Risk

Evaluation of Current Risk Additional Control Measures Required Residual Risk Evaluation

Severity Prob. Overall

Risk Factor

Acceptable

?

Severity Prob. Overall

Risk

Factor

Acceptabl

e?

Age of participants &

spectators

ALL 2 6 12 No Participants will all be under the age of 18. They must

be supervised by a team manager or parent at all times

when on the campus and park. The safeguarding and

photography policy will be adhered to at all times.

Missing persons to be directed to event tents or results

table if indoors (available at each sport) and announced

on the PA (kept in care of YSF staff until collected).

1 6 6 Yes

Disabled people ALL 2 4 8 No Disabled people to be assisted by a team manager at all

times (plus carers if necessary). Accessible toilet and

changing facilities available in all sport areas. Pre-event

information sent out to all teams so that routes, parking

and access can be pre-planned. Parking available closer

to facility for teams who need it (permits provided).

Target disability competitions (eg Boccia, NAK) held in

the most accessible facility in campus and timings from

opening ceremony to comp are taken into account. Lift

is accessible for use at all times.

1 4 4 Yes

Crowd management ALL 3 3 9 No Designated walking route provided from parking areas

to competition areas (and maps issued pre-event with

location of registration and sports). Volunteers to

manage main entrance and school groups off buses and

into the facility safely. Radios used to let registration

desk know who has arrived so their information can be

3 1 3 Yes

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ready and they can be checked in and moved on quickly

and safely. Staff to assist with athlete parade in keeping

children moving and out of small areas.

Medical resource

(insufficient)

ALL 4 2 8 No Contracting company to undertake risk assessment

before event and provide a calculated no of first aid

staff. Staff to be spread evenly across the site (with YSF

trained staff) and venue duty officer available on radio

contact at all times. Medical team to receive sufficient

briefing and maps post event. Team managers are

encouraged to share any major existing medical

conditions of their children with us at registration (and

keep emergency details for parents with them at all

times).

4 1 4 Yes

Manual Handling Staff 3 2 6 Yes Staff to have undertaken mandatory manual handling

training and put this into practise. Staff putting up,

taking down and transporting gazeebos to always work

in pairs. Van available to transport heavy equipment

across the site. Trolley available to transport equipment

and boxes indoors.

3 1 3 Yes

Litter, waste and

hazardous substances

ALL 4 2 8 No All facilities checked by staff before sport organisers

and public arrive. Venue to clear football fields of any

dog mess. Parks to be thoroughly checked for waste

during course set up – course adapted as require or

waste safely removed. Litter and waste cleared after

event before staff leave venue

4 1 4 Yes

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Weather ALL 2 4 8 No Shelter in place for all outdoor events (gazeebo) and

event info stating that children must be dressed

appropriately. Contingency plan in place where severe

weather may stop people travelling to the venue -

communication via twitter and team manager emails.

Sufficient water available in all locations and children

advised to bring a re-fillable water bottle.

1 4 4 Yes

Other work taking place

onsite

ALL 2 3 6 Yes We are unable to gain sole access of the facility so this

must be considered. Event manager to work with

facilities manager to find out any work taking place

which may cause event disruption. Staff to be briefed

on dealing with public behaviours.

2 3 6 Yes

Pregnant and nursing

mothers

Pregnant and

nursing staff and

spectators

2 4 8 Yes Warm, indoor areas with sufficient seating are available

if needed, nursing mothers will be welcomed by staff.

First aid provision is always onsite should it be needed.

Pregnant YSF staff may have a limited role in the event

physically in accordance to the YSF new and expectant

mother’s policy – cases to be discussed on an individual

basis.

2 4 8 Yes

Electricity ALL 3 2 6 Yes No electrical equipment to be used outdoors / in wet

weather conditions. All electrical cables to be covered

and put out of the way of trips. All equipment to be

tested by the venue (if provided by them) or external

contractor. Any staff using the equipment should be

briefed on its safe and proper use prior to using.

Electrical equipment safely stored away after use and

3 1 3 Yes

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any faults / damages are reported via the correct

procedure.

Additional Information Severity Ratings Probability Ratings

All staff and contractors are familiar with the site and will receive site maps

All staff, volunteers and sport organisers will be recognisable by clothing

and ID badges

1 2 3 4 6 1 2 3 4 5

Insi

gnif

ican

t

Min

or

Mo

der

ate

Maj

or

Cat

astr

op

hic

Rar

e

Un

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Po

ssib

le

Like

ly

Alm

ost

Cer

tain

Risk Factor of five or less – a controlled or insignificant risk

Risk Factor of Greater than Five but less than twelve – Action to eliminate or

further control the risk is advised. May be tolerable provided risk is reduced

to be as low as is reasonably practicable

Risk Factor of over twelve The risk is unacceptably high and activity must

cease until action has been taken to control the risk